What are data fields, and how can I use them in my contracts?
Data fields are custom-built fields that you can use to populate key information points on your contract. Data fields usually change from one contract to another and are visible in the body of the contract by all parties.
They usually include things like the name of the artist, the date of the agreement, or the payment terms. Think of them as blanks that you fill in for each new contract.
We have built a library of the most common data fields used in the music industry.
Why should I use data fields?
Using data fields in your music contracts makes everything easier and more organized. Here’s how they help:
Consistency: All your contracts will have the same structure. This makes them easy to read and understand.
Efficiency: You can fill in the blanks quickly, saving time.
Automation: Data fields can help you automate parts of your workflow, making things run smoothly.
Tracking: You can keep track of important information across all your contracts.
Integration: You can export data fields directly from your contracts in CSV form, and upload it into your favorite royalty accounting software or entity.
Types of data fields
You can change the type of data field depending on what you need to use it for. Flou provides three types of data fields:
Text: Name, address, short descriptions, etc.
Number: Percentage share, amount of money, etc.
Date: Dates. Important to set reminders and alerts.
How can I add data fields to my contracts?
Adding data fields to your contracts is simple. You can do this when you create a new contract or edit an existing one. Here’s how:
Start a New Contract or Edit an Existing One: Open your Flou account and either start a new contract or open an existing draft.
Insert Data Fields: Click on the sidebar to choose from existing data fields or create new ones.
Fill in the Blanks: Once you’ve added the data fields, fill in the specific information for each contract.
Let's see an example.
Add field > Create new field
Name of new data field > Select field type
Insert new data field in document
Fill in the blanks
What are the benefits of using data fields?
Easy to Update: If you need to change something, you can do it in one place, and it will update everywhere.
Clear Information: It’s easy to see all the important details at a glance.
Better Organization: You can sort and filter your contracts based on data fields, making it easy to find what you need.
In Flou, data fields are part of a broader category known as smart fields. Smart fields include both data fields and contract metadata.
Metadata fields are fields that are used to store private information like negotiation terms or other details you’d like to keep to yourself. These fields can only be seen by the contract owner and their team members who have access to the contract.
Who can see and edit data fields?
Visibility: Everyone with access to the document can see the data fields.
Editing: Only people with the right permissions (like full access or edit document rights) can change the data fields.
How to create good data fields
Here are some tips to make sure your data fields are useful:
Be Consistent: Use the same naming pattern for all data fields. This helps keep things organized.
Be Specific: Use detailed names for data fields. For example, instead of "Date," use "Contract Start Date."
Using data fields with automation (soon!)
Data fields can help automate your contract processes. Here’s how:
Set Up Workflows: You can create automated workflows based on data fields. For example, if a field is filled out, the contract can automatically move to the next step.
Ensure Completion: If a required data field is not filled out, the automation will pause until it is.
Using data fields in your music contracts can save you time, keep things organized, and help you manage your contracts better. They are easy to use and can make a big difference in how you handle your legal agreements.